Rule 18-17-9.6 - Record ReviewsMonitoring visits may include, but are not limited to, a review of the following records, which must be made available to the monitoring agent or investigator if requested. Additionally, records must be kept in accordance with MSDH record retention requirements.
A. Child Attendance Records - daily attendance roster (sign-in/sign-out sheets) for each child. The attendance recorded on the child care center's attendance roster shall be compared to the attendance reported to MDHS. All documentation related to child attendance may be reviewed.B. Staff Records 1) Child care providers must maintain a record/roster of all staff and volunteers, with hire dates and termination dates.2) A current letter of suitability for all staff and volunteers; and3) A current record of Health and Safety Orientation training for all staff and volunteers.C. Published Rates - the provider's published rates charged to the general public.D. Documentation of Co-Payment Fees Collected - a record of the payment of monthly co-payment fees for each CCPP child, must be kept and distinguished from payments of other fees such as late fees or tuition overage.E. Licensure - a copy of the center's license, letter of exemption, if applicable, or proof of registration or unlicensed providers.F. Provider Statement of Agreement - copy of the signed CCPP Provider Statement of Agreement.G. Capacity - attendance shall be checked to ensure the child care provider is not receiving more CCDF certificates than the licensed or allowed capacity supports. Attendance in excess of licensed or allowed capacity is a health and safety violation and shall result in a recoupment of funds issued for certificates in excess of licensed or allowed capacity. Capacity is established by the following authority depending on the type of provider:1) Licensed providers- by MSDH regulations.2) License-exempt providers- by the national or local organization upon which the exemption status is based; a copy of the capacity standards must be kept with the CCPP Provider Agreement in MDHS records, and on site at the child care center.3) Unlicensed providers- must have five (5) or fewer children unrelated to the caregiver by the third-degree of kinship.H. Immunization Records 1) All CCPP-approved providers (licensed, license-exempt, and unlicensed) must keep and provide documentation of current immunizations or medical exemption, in compliance with MSDH regulations for all staff and children in the facility. (Form 121 Certificate of Immunization issued by the Mississippi State Department of Health, or Form 122, Certificate of Exemption)2) Homeless children and children in foster care who receive CCPP assistance shall have a twenty-four (24) hour grace period from the date of admission into a CCPP- approved child care program to obtain the necessary immunization records. No provider shall be sanctioned for failure to provide immunization records for homeless children and children in foster care if enrolled in care for fewer than twenty-four (24) hours prior to the time of inspection.I. Record of Emergency Drills 1) Licensed CCPP-approved providers must maintain a record of emergency drills as required by MSDH.2) License-exempt CCPP-approved providers must maintain a record of annual emergency drills in compliance with standards established by the national or local organization upon which the exemption status is based.3) Unlicensed providers must develop and maintain a written emergency preparedness plan.45 CFR 98.42; Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4 Revised: May 2023